Procurement Administrator

About the role

The Procurement Administrator supports the Purchasing Manager by maintaining all client portals and completing new customer, vendor, and supplier applications for projects. This role manages portal updates, gathers and uploads required documentation, monitors application statuses, and coordinates with internal teams and external contacts to ensure accurate and timely submissions. The ideal candidate will have strong organizational skills, excellent attention to detail, and the ability to manage multiple deadlines while protecting confidential company, client, banking, tax, and vendor information.

Must be a US Citizen.

Responsibilities

• Maintain and update all client portals to ensure company, vendor, compliance, insurance, tax, banking, and contact information remains accurate and current.
• Complete and submit new customer, vendor, and supplier onboarding applications as required for project setup and client approval.
• Track portal registration statuses, pending approvals, expiration dates, renewal requirements, and required follow-up actions.
• Gather, organize, and upload required documentation, including W-9s, certificates of insurance, business licenses, financial forms, safety documents, compliance forms, and company information.
• Monitor client portals for new tasks, required updates, bid invitations, purchase orders, project documents, invoices, payment status, and compliance notifications.
• Coordinate with internal departments to obtain accurate information needed for portal updates, customer applications, vendor forms, and procurement documentation.
• Serve as the primary administrative point of contact for client portal access, login credentials, user setup, password resets, and portal communication.
• Ensure client applications and portal submissions are completed accurately, professionally, and by required deadlines.
• Maintain a centralized tracker of all client portals, application requirements, usernames and access owners, renewal dates, and submission history.
• Review portal notifications regularly and escalate urgent client requests, missing information, compliance concerns, or project-related issues to the Purchasing Manager.
• Assist with procurement documentation related to customer accounts, purchase orders, vendor setup, pricing requests, and project purchasing records.
• Support the Purchasing Manager with client onboarding, vendor registration, and project procurement administration.
• Ensure company information submitted through client portals is consistent, current, and aligned with approved company records.
• Maintain electronic files for all completed applications, portal confirmations, approvals, renewals, and client correspondence.
• Follow up with clients, vendors, and internal teams to resolve incomplete applications, rejected submissions, missing documentation, or portal access issues.
• Protect confidential company, client, banking, tax, and vendor information when working within client portals and applications.
• Provide administrative support to the Purchasing Manager and perform other related duties as assigned.

Requirements

• High school diploma or equivalent required; associate or bachelor’s degree in business administration, supply chain, procurement, accounting, or a related field preferred.
• Previous experience in purchasing, procurement support, vendor/customer onboarding, administrative support, or client portal management preferred.
• Strong organizational skills with the ability to manage multiple client portals, applications, deadlines, renewals, and follow-up items simultaneously.
• Excellent attention to detail and accuracy when entering company information, completing forms, uploading documents, and maintaining records.
• Ability to gather, review, and organize required documentation such as W-9s, certificates of insurance, business licenses, compliance forms, banking information, and vendor/customer records.
• Strong written and verbal communication skills with the ability to follow up professionally with clients, vendors, and internal team members.
• Ability to maintain confidentiality when handling company, client, vendor, tax, banking, and compliance information.
• Self-motivated and dependable, with the ability to work independently in a remote environment while meeting deadlines.
• Basic understanding of purchase orders, vendor setup, customer account setup, invoices, and procurement documentation preferred.

Skills

• Proficient with Microsoft Office applications, including Outlook, Word, Excel, and Teams.
• Strong Excel skills preferred, including the ability to maintain tracking logs, sort/filter data, and update spreadsheets accurately.
• Experience working in client portals, vendor portals, customer onboarding systems, procurement platforms, or similar web-based applications.
• Ability to upload documents, complete online forms, manage login credentials, track submission statuses, and maintain accurate electronic files.

Benefits

• Health Benefits (Medical, Dental & Vision Insurance)
• Flexible Spending Account Options
• 401K Plan
• Employer paid Life & Disability Insurance
• Paid Time Off
• Employee Referral Program
• Employee Assistance Program (EAP)

Physical Demands

While performing the duties of this job, the employee is regularly required to sit for extended periods of time and use a computer, keyboard, mouse, telephone, and other standard office equipment. The employee is frequently required to communicate verbally and in writing with internal team members, clients, and vendors. The employee may occasionally be required to stand, walk, reach, bend, or lift and carry light office materials up to 10 pounds. This is a remote, computer-based administrative role. The typical work environment is a home office or similar professional workspace with a generally low to moderate noise level.